Program Handbook 2020 Summer & 2020-2021 School Year - Wisconsin Youth Company

 
Program Handbook
2020 Summer & 2020-2021 School Year
Wisconsin Youth Company Program Handbook
                                                          Table of Contents

Page    Section
1       Introduction
2-3     Who We Serve
        Non-Discrimination
        Inclusion and Accommodations
        Religious Education and Holidays
4-5     Confidentiality
        Account Access
        Requests for Information
        Referrals
        Research Studies
        Photo Release Policy
6       Parent Involvement
        Special Events
        Parent and Child Surveys
        Parent Concerns
7-13    Health and Safety
        Health History and Emergency Care Plan
        Program Preparedness
        Program Facilities
        Child Illness
        Communicable and Contact Diseases
        Injuries and Accident Response
        Emergency Procedures
        Medication Management and Storage
        Attire and Weather Chart
        Sunscreen and Insect Repellent
        Hygiene
        Snack and Nutrition
        Allergies and Special Diets
        Animals
        Transportation
14      Child Abuse and Neglect
        Mandated Reporters
15-16   Child Guidance
        Staff Role in Child Guidance
        Progressive Guidance Procedures
        Enrollment Termination Procedures
        Staff and Child Involvement Outside of Program

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                                                           Table of Contents

17-19   Enrollment
        Required Information for Enrollment
        Health History and Emergency Care Plan
        Enrollment and Confirmation Process
        Cancellations and Changes
20-21   Attendance
        Attendance Message Line
        Unexpected Absences and Attendance
        Arrival and Departure
22-24   Fees and Payment
        General Fee Policies
        List of Fees
        Payment Options
        Payment Schedule
        Year End Statement
        Joint Accounts
        Tuition Assistance
        Flex Spending Accounts (FSA)
25-29   Before and After School
        Program Philosophy
        Program Description
        Licensing, Accreditation and YoungStar
        Staffing and Supervision
        Madison-Out-of-School Time Coalition
        What to Bring to Before and After School
        Before and After School Regular Enrollment
        Before and After School Drop-in Enrollment
        Before and After School Arrival and Departure
        Early Release Days
        Last Day of School
        All Day and Break Programs
        School Cancellations and Closings
        Before and After School Fee Structure
30-31   4K Wrap
        Program Description
        Licensing and YoungStar
        Supervision and Staffing
        What to Bring to 4K Wrap
        4K Wrap Arrival and Departure
        Early Release Days
        Last Day of School

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32-35   Summer Day Camp
        Program Philosophy
        Program Description
        Licensing, Accreditation and YoungStar
        Supervision and Staffing
        Summer Day Camp Enrollment
        What to Bring to Summer Day Camp
        Summer Day Camp Arrival and Departure
        Field Trip and Aquatic Policies
        School Cancellation and Closing
        Summer Day Camp Fee Structure
36-38   Immersion Camp
        Program Philosophy
        Program Description
        Supervision and Staffing
        What to Bring to Immersion Camp
        Immersion Camp Enrollment
        Immersion Camp Arrival and Departure
        Field Trip Policies
        School Cancellation and Closing
        Immersion Camp Fee Structure
39-41   Middle School U
        Program Philosophy
        Program Description
        Supervision and Staffing
        What to Bring to Middle School U
        Middle School U Enrollment
        Middle School U Arrival and Departure
        Off-Site Courses and Aquatic Policies
        School Cancellation and Closing
        Middle School U Fee Structure
42-44   Wander Wisconsin
        Program Philosophy
        Program Description
        Supervision and Staffing
        What to Bring on Wander Wisconsin
        Wander Wisconsin Enrollment
        Wander Wisconsin Arrival and Departure
        Field Trip and Aquatic Policies
        School Cancellation and Closing
        Wander Wisconsin Fee Structure
45      Contact Us

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Wisconsin Youth Company Program Handbook
                                                                                                  Introduction

Introduction
Welcome to Wisconsin Youth Company, where kids thrive beyond the school day. Our mission is to engage
youth in opportunities that encourage them to be their best selves. We know that you have options and we
appreciate you choosing our programs. Since 1974, we have been operating as a non-profit in this community
serving children and families with high-quality enrichment programs. We are pleased to welcome you as part of
our community.

This handbook is intended to be a guide in answering questions regarding program practices and policies.
Within this handbook we use the term Parents. Families are varied and the use of the word Parent(s) refers to
the adult(s) who are responsible for the child(ren). We value all types of families.

If you have any questions regarding our policies and practices, please seek clarification by contacting one of the
administrative offices. It is important that families understand the parameters within which our programs operate.
Wisconsin Youth Company reserves the right to change current policies and practices. Changes to policies will
be communicated to Parents.

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                                                                                                      Who We Serve

Who We Serve
Please note: Families are varied and the use of the word Parent(s) refers to the adult(s) who are responsible for
the child(ren).

Non-Discrimination
Wisconsin Youth Company does not discriminate against children or families on the basis of race, color, national
origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status,
familial or parent status, sexual orientation or source of income.

Wisconsin Youth Company facilities are operated in accordance with federal law and U.S. Department of
Agriculture Discrimination Policy which prohibits discrimination against its customers, employees, and applicants
for employment on the basis of race, color, national origin, age, disability, sex, gender identity, religion, reprisal,
and where applicable, political beliefs, marital status, familial or parent status, sexual orientation, or all or part of
an individual’s income that is derived from any public assistance program, or protected genetic information in
employment or in any program or activity conducted or funded by the department. (Not all prohibited bases will
apply to all programs and/or employment activities.)

If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination
Complaint Form, found online at https://www.ascr.usda.gov/complaint-resolution, or at any USDA office, or call
(866) 632-9992 to request the form. You may also write a letter containing all of the information requested in the
form. Send your completed complaint form or letter by mail to U.S. Department of Agriculture, Director, Office of
Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email
at program.intake@usda.gov.

Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal
Relay Service at 800-877-8339 or 800-845-6163 (Spanish).

Inclusion and Accommodations
Wisconsin Youth Company is committed to serving children of all abilities. Wisconsin Youth Company staff
are expected to make every effort to provide respectful accommodations that will meet the needs of children
within the physical limitations of program sites, the availability of program resources and within normal child to
staff ratios.

All registration forms that indicate a child may need a respectful accommodation plan or have health concerns,
will be reviewed to determine necessary supports that will best meet the needs of the individual child in an effort
to provide a safe and successful environment for every child. Wisconsin Youth Company will work with Parent(s)
to create a plan that meets the needs of the child. This plan will be shared with staff.

All Wisconsin Youth Company staff are trained in proper procedures to respect and protect the family’s right to
confidentiality. All child and family information is kept confidential. Information may only be shared when a
signed release is obtained and used for the purpose of guarding the child’s health and safety. All persons
with access to children’s records are instructed not to discuss or disclose personal information regarding the
children and facts learned about the children and their relatives.

Religious Education and Holidays
In order to maintain the respectful environment, we strive to create at each individual site, customs and
celebrations from a variety of cultures are included in program delivery. At times holidays that have a religious
significance for some are celebrated as cultural traditions within the program environment. Please contact the
program supervisor if your family celebrates a holiday or has a custom that they would like to share with the
group.
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                                                                                                 Who We Serve

Wisconsin Youth Company does not offer a religious education program or curriculum and does not include
religious instruction or practices as a part of the daily schedule. Prayers are not said as a group at any time during
the program. Please discuss any individual religious practice that you want your child to observe during program
with the program staff.

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                                                                                                Confidentiality

Confidentiality
Please note: Families are varied and the use of the word Parent(s) refers to the adult(s) who are responsible for
the child(ren).

At Wisconsin Youth Company, we strive to provide the best possible program for our children. We will keep all
child and Parent information confidential unless a signed release is obtained and used only for the purpose of
guarding the health and safety of our children. All staff with access to children records are trained to not discuss
and/or disclose personal information regarding the children and Parents. It is our goal to protect our children and
Parents’ rights to confidentiality.

Account Access
In order to protect the privacy of our Parents and ensure the safety of our children, Wisconsin Youth Company
restricts access to account information. Only authorized account holders and designated account users (all as
listed on the parent portal account) may access information that is not publicly available through our website and
marketing materials. Account holders are liable for the account and are able to request information and make
changes to the account. Authorized users are individuals authorized by the account holder to access information
only. Authorized users may not make changes to the account.

If account holders wish to authorize a user or another account holder on their account (including a spouse)
written authorization must be sent to their administrative office. Parents may send an email using the email
address we have on file. Wisconsin Youth Company may request that additional paperwork be completed.
Parents who are not designated account holders may not manage an account. Any individual responsible
for a child, even a Parent, that does not have the designated access as described above will not have any
information disclosed to them.

Accounts holders and authorized users requesting information over the phone for an account will be required
to provide their account password (telephone authorization code) to access the information. In the event an
authorized person is unable to provide the password; a security question must be correctly answered.

Requests for Information
Requests for information about a child from outside agencies or organizations, including the school, require
Parent account holder permission. Requests without the account holder’s authorization are denied unless
court-ordered. Parents should contact their administrative office for more information and the required
permission form.

Referrals
Staff persons who feel that a child would benefit from assistance through another agency or would like assistance
in working with a child at the program site are instructed to follow the Progressive Guidance Policy, discussing the
concern with their supervisor and soliciting Parents involvement.

Research Studies
Occasionally, local universities or colleges will request that Wisconsin Youth Company allow students to
participate in a research study. All research studies using enrolled children as subjects require specific approval
from the executive director and Wisconsin Youth Company will provide advance notification to Parents. Parents
will have the option of declining participation in any research study. In no case will a study release confidential
information about children or their Parents.

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                                                                                                Confidentiality

Photo Release Policy
A photo release must be authorized during registration to grant Wisconsin Youth Company permission to publish
a child’s image in its brochures, displays or other printed material and on its websites, Wisconsin Youth Company
social media sites, or Wisconsin Youth Company group emails for purposes of promoting the programs. Children’s
names are not used when their images are displayed on our website or social media or in widely distributed print
materials. Parents may request, in writing, removal of their child’s image from Wisconsin Youth Company’s
website, social media sites and promotional material, in which case his/her image will be removed no later than
seven days from receipt of the request. Email image removal requests or other comments and concerns about
photos to socialmedianetwork@wisconsinyouthcompany.org. The photo release also includes Parent’s permission
to allow photos to be taken for site uses only (e.g. bulletin boards in the room, art project or newsletters). As part
of the photo release parents release Wisconsin Youth Company, its employees, officers, directors and successors
from any liability or claim related to the publication or disclosure for which they grant permission. Consent for the
photo release options is completely voluntary.

Children and Parents may want to take photos of program activities and events. Wisconsin Youth Company is not
responsible for the use of photos taken by program participants or their families.

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                                                                                        Parent Involvement

Parent Involvement
Please note: Families are varied and the use of the word Parent(s) refers to the adult(s) who are responsible for
the child(ren).

Wisconsin Youth Company believes that a strong partnership with Parents is essential to best meet the needs
of each child. Parents are encouraged to visit the programs prior to enrollment by contacting their administrative
office to arrange a visit. Additional information concerning Wisconsin Youth Company programs and events can
be accessed on our website at wisconsinyouthcompany.org.

As an orientation to Wisconsin Youth Company programs, Parents are asked to review all program policies and
procedures and contact the program supervisor for clarification if they have questions or concerns. Once the child
is enrolled, Parents are welcome to visit at any time unless access has been denied by court order. Each program
location is managed by a program manager or director whose name and phone number are posted on-site on the
Parent table. If Parents continue to have questions, they should contact their administrative office.

Special Events
Special events and family gatherings are occasionally held to encourage Parents’ involvement. Programs will
have Parent communication boards that are set up next to the Parent table, please check this daily for program
related communications. Families will also receive communication through email directly from Wisconsin Youth
Company and/or Constant Contact.

Parent and Child Surveys
Parent and child surveys are distributed at the end of each school year/summer and provide an opportunity for
Parents and participants to provide feedback on our ability to meet the expectations of Parents and children.
Information is also used in the on-going evaluation and development of the staff and leadership personnel.
Survey results are available upon request through the administrative office.

Parent Concerns
Parent feedback is greatly appreciated as it helps us to continually improve the quality of our programs. Parents
may bring their concerns to any program staff. Program locations also provide Parent comment forms, located
at the Parent table.

Parent concerns that are unresolved after communication with program staff should be directed to the appropriate
program manager or director. Program manager/director contact information is located at the Parent table.
Concerns or issues that continue should then be discussed with the program director. If the resolution is
unsatisfactory or to appeal an administrative decision, Parents may direct a written request for review to the
executive director. The executive director will then review the decision in a timely fashion. Space is available at
the administrative offices for Parents and staff to hold confidential meetings and conversations. Parents wishing
to contact the board with an unresolved compliment or complaint may contact the Board of Directors. Please see
our website for more information.

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                                                                                           Health and Safety

Health and Safety
Please note: Families are varied and the use of the word Parent(s) refers to the adult(s) who are responsible for
the child(ren).

Health History and Emergency Care Plan
When registering child(ren) and prior to the first day of attendance, Parents must provide a completed health
history and emergency care plan form. This information must be updated at least annually to ensure that
information such as immunizations and current health conditions are up-to-date. Completed health history
and emergency care plan forms are kept secured on-site and accompany the child throughout the day.

We understand that for religious, health or personal reasons, Parents may elect to not immunize their children.
In these situations, Parents must complete required documentation in order to enroll their child in the program.

Program Preparedness
Wisconsin Youth Company is committed to the prevention of and preparation for events that could
negatively impact the health and safety of all program participants. Policies and procedures that outline
proper practices to reduce or eliminate risk have been developed through collaboration with our risk management
director and are a part of every employee’s training. Annual inspection of each program location, monthly
procedure review and on-going training ensure compliance at each program site. In addition, the following
practices help support preparedness at Wisconsin Youth Company locations:
     • Completed health history and emergency care plan forms are available on-site and accompany the group
		 at all times
     • Wisconsin Youth Company complies with state guidelines regarding CPR and first aid training for all staff
     • Accommodation plans for children with special health concerns will be kept confidential beyond being
		 shared with and accessible by all staff assigned to care for that child through the on-site registration binder
     • Each staff member will receive information on universal precautions, the use of and disposal of gloves,
		 handling bodily secretions, providing first aid and the location of available supplies as a part of orientation
     • A first aid kit is maintained at all program locations and is available at all times
     • The inside building temperature will be monitored to be not less than 67 degrees Fahrenheit. If the inside
		 temperature exceeds 80 degrees Fahrenheit, fans or other means will be used to provide circulation
     • The emergency medical facility that is closest to the program location is posted at the Parent table
     • Each program is equipped with communication devices (cell phones and two-way radios) that will support
		 the ability to communicate within the program and also in an emergency outside of the regular program
		space
     • Wisconsin Youth Company designates a second adult that is available within five minutes for emergencies
		 at each program. This information is posted on the licensing board

Program Facilities
Many Wisconsin Youth Company programs are held in local schools and community centers. We comply with all
applicable state licensing standards regarding the facility where programs are held and the maintenance of
facilities and equipment.

When we leave our main program location to go elsewhere, like on a field trip or to the playground, staff will leave
a sign posted to let families know where they are. Please look for these signs if you come into our program area
and we’re not there.

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                                                                                             Health and Safety

Child Illness
Upon their arrival at the program each day, children will be observed by the staff for signs of illness. If a child
arrives or becomes ill at the program, the following procedures will be followed:
     • A staff member will spend time with the child, assessing the nature of the problem
     • If the child is obviously ill and unable to participate fully in program activities a staff member will contact
		 the child’s Parents and ask them to pick the child up as soon as possible. The child will be placed in a quiet
		 area, separated from the other children, but within sight and sound of a staff person, and with appropriate
		 toys, books or quiet diversions for comfort until the Parent arrives.
     • If the Parent cannot be reached, a staff member may call an emergency contact to pick up the child
     • Children who have not been in school due to illness are not allowed in the program that day

When children have any of the following conditions, they may not attend or remain at program. The child should
be symptom free for 24 hours before returning to program.
    • Fever: Temperature of 100°F or 38°C or greater
    • Diarrhea: five or more loose, watery stools within 24 hours
    • Vomiting
    • Sore throat or difficulty swallowing
    • Headache or stiff neck
    • Lice (including nits)
    • Undiagnosed rash or spots on skin
    • Severe itching
    • Mouth sores
    • Cloudy eye discharge
    • Unusual nasal discharge
    • Significant tiredness, irritability, crying
    • Uncontrolled coughing
    • Difficulty breathing, wheezing
    • Any communicable disease

In all cases a physician’s note may be required stating that the condition is not contagious or a risk to others and
the child may return to program.

We recognize that having a child become ill on a work day can be very challenging for Parents. We will do our
best to care for children should they become ill at program. However, please remember that bringing a sick child
to program may jeopardize the health of the other children and staff. Please plan for back-up child care for your
child if you are unable to leave work.

Parents should obtain a note from the child’s physician or clearly indicate on the child’s registration if they have a
chronic or seasonal condition which is not contagious but may resemble a cold or eye infection.

Communicable and Contact Diseases
Each staff member receives information regarding childhood illnesses during orientation. When a suspicion of
communicable or contact disease exists in regard to one of the children enrolled in a program, the staff will:
    • Make the Parents aware of suspicion or observation related to communicable disease and any specific
		 requirement to have the child seen by a physician and/or the need for physician’s approval before the child
		 returns to the program
    • Notify the health department as applicable if the child has a reportable communicable disease
    • Notify the Parents of all children in the program that a possible exposure has occurred. The identity of the
		 ill child will not be discussed as a part of this notification.
    • Observe other children in the program for signs of illness during the course of the incubation time

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                                                                                             Health and Safety

Injuries and Accident Response
Staff will contact 911 in the event of all life-threatening emergencies or injuries.
The following steps will be taken when a non-life-threatening emergency or injury occurs:
     1. Administration of first aid and comfort to the child; superficial wounds shall be cleansed with soap and
		 water and protected with a bandage or adhesive type strip
     2. Immediately notify Parent and follow the instructions of the Parent in the event of any injury to the head or
		 injury that may need additional medical attention
     3. If Parents cannot be reached and additional medical attention is needed, an emergency contact person
		 specified by the Parents is notified
     4. If no contact with the Parent or emergency contact is made, staff will monitor the child. If additional or
		 immediate medical attention is necessary, staff will call 911.

Each site will maintain a medical/behavioral log that conforms to Wisconsin Department of Children and Families
(DCF) requirements:

The bound medical/behavioral log will have lined and numbered pages and all entries recorded in ink. No spacing
will be allowed between entries.
      • All injuries, no matter how minor, and all medications administered, will be recorded in this log and signed
		 by the person making the entry
      • Parents will be informed of minor injuries by receiving a copy of the completed accident report form
      • Parents shall sign the form before being given their copy. When this is not possible, a staff member will
		 record how notification was done (phone call, form sent home, etc.).
      • When a child’s injury requires medical attention, the program director shall be informed and a state
		 accident report form shall be completed by the staff and submitted to Wisconsin DCF within 24 hours
      • Program supervisors will review log entries with site staff monthly to consider preventative measures that
		 will minimize future occurrences
      • A program manager or risk management director will review all medical log entries a minimum of three
		 times during the school year and two times during the summer

Emergency Procedures
Planning for Emergency Situations
    • Staff will create plans in case of fire, severe weather or civil disturbance. It is the responsibility of the
		 program supervisor to see that evacuation or shelter plans are complete and in place.
    • Emergency plans for fire and severe weather are posted at each program location in a conspicuous and
		 visible area to all staff, children and Parents

Planning for Evacuation in the Event of Fire
    • The program supervisor will ensure that fire evacuation plans are practiced each month and that these
		 practices include exits from all the various rooms that the program may use during program hours. During
		 summer, fire evacuation plans are reviewed weekly.
    • These plans will designate a primary and an alternate escape route as well as the location of the nearest
		 fire extinguisher and fire alarm box
    • During orientation, the staff will be trained in the use of the fire extinguisher as well as in how to evacuate
		 children in case of an emergency
    • Documentation of these practice drills will be made on the fire and safety checklist, which is posted at site
    • Children will be taught during these practice drills that if they become separated or scattered, they should
		 meet outside at a specific location away from the building

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Planning for Severe Weather
    • The program supervisor will designate a tornado shelter area in the safest possible part of the facility.
    • Each site has a weather radio which remains on during program hours so staff may be alerted about
		 severe thunderstorm and tornado watches and warnings
    • Tornado drills will be practiced monthly in compliance with DCF requirements and to ensure children
		 reach the designated tornado shelter in a timely fashion in the event of an actual tornado. During summer,
		 severe weather plans are reviewed weekly.
    • Staff members will know their duties in the event of severe weather, including how to respond to severe
		 weather while on field trips away from the program facility

Planning for Civil Disturbance
Wisconsin Youth Company has emergency procedures in place in the event that a situation becomes unsafe
for children to remain in regular program space. Staff are trained on these procedures and plans are practiced
regularly.

Medication Management and Storage
Medications may only be administered if:
    • There is a physician’s prescription label on the medication packaging with authorization
    • The medication is part of an emergency care plan authorized by a physician
    • The medication is for short-term use only as directed on the packaging, with a physician’s authorization

All authorized medications require:
     • A signed and dated written authorization by the Parent kept on-site
     • The medication in the original packaging and labeled with the child’s name, name of medication, dosage,
		 and directions for administering

All prescription medications and other medications shall be stored in an area inaccessible to children. The
quantity of medication is recorded upon receipt from, and upon return to, the Parent. All medication administered
to children shall be recorded in the medical log and signed by the person administering it. Medications for
individual children that may be needed for emergency care will be available at all times in the first aid backpack.
These medications would include but are not limited to medications needed in the treatment of asthma, diabetes
and severe allergies. To protect the safety of all children, individual children may not carry or store personal
medications.

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                                                           Health and Safety

Attire and Weather Chart

       AFTER SCHOOL Weather Chart

                  What to Wear?
     100
      90
                                                Temperature/Clothing
      80
                                                70+
                                                Shorts and short sleeves
      70                                        70-60
                                                Pants and short sleeves
      60                                        60-50
                                                Long pants, long sleeves or
      50                                        sweatshirt
                                                50-40
                                                Long pants and light jacket
      40
                                                40-1
                                                Hat, mittens/gloves and coat
      30
                                                40-1 with snow on ground
      20                                        Must also have snowpants and
                                                boots

       10                                       If children are not properly
                                                dressed for going outside at
                                                the current temperature they
        0         0 or below
                                                will not be permitted outside
                                                unless they wear spare clothes
                  Not going outside             provided at site.

                                                               AS - Weather Chart_13.ai

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Sunscreen and Insect Repellent
To help children enjoy time outdoors, Wisconsin Youth Company will provide Rocky Mountain SPF 30 sunscreen
and Cutter All Family Pump Spray (7% DEET).

We require authorization from Parents to apply sunscreen and insect repellent. If a child requires a different
strength or brand of sunscreen or insect repellent, Parents may complete the authorization(s) to administer
sunscreen and/or insect repellent. If Parents provide alternatives to sunscreen and insect repellent, they will
be required to drop them off the first day of program and pick it up on the last day of program.

Hygiene
Children and staff shall wash their hands with soap and water after using the restroom and before eating or
preparing snack and after eating snack. Food shall be served in bowls and cups, or on napkins and paper towels,
and under no circumstances on bare tables or floors. Toys and equipment will be cleaned when they become
soiled. Eating surfaces will be washed and sanitized before and after each use. Wet or soiled clothing will be
placed in a bag and set aside for Parents.

Snack and Nutrition
Snack routines will vary based on the age level of the children. Children will have opportunities that will encourage
self-serving, helping with set-up, clean-up and an emphasis on the use of table manners. Wisconsin Youth
Company will not utilize withholding of food as a disciplinary strategy.

We work within the guidelines suggested by the U.S. Department of Agriculture (U.S.D.A.). We also encourage
parents to follow these guidelines when providing lunch or an alternate snack for your children due to medical or
dietary restrictions.
     • Snacks are chosen and provided in appropriate portion for the age of the children
     • Snack will include two items from two of the following groups:
			 o Milk or milk alternative
			 o Meat or meat alternative
			 o Fruit or vegetable
			 o Whole grain
For the convenience of Parents, a copy of the U.S.D.A. guidelines are available at each program location. Parents
can also contact the administrative office or visit ‘Resources’ under "Families" on our website,
wisconsinyouthcompany.org.

Allergies and Special Diets
It’s vitally important that any and all allergies to food be communicated during the registration process. Based on
the health history and the emergency care plan form, accommodation plans will be created to fit the individual
needs of children. Parents are responsible for providing the items necessary for the accommodation plan.

A special diet, not based on a medical condition but including nutrient concentrates and supplements may be
served with written instruction from the children’s physician and written permission from the Parents. Parents are
responsible for providing all food if the child requires a specialty menu (vegetarian, Kosher, etc.) and Wisconsin
Youth Company requires a written request from the Parents for this accommodation.

Animals
Wisconsin Youth Company does not allow privately owned animals on our program premises. When picking up
or dropping off children, Parents may not bring pets into the program site or to areas where children are playing
outside. Any unintentional contact with animals will be handled by staff. Staff may ask the person in control of the
animal to remove it from the area where the children are playing (on-site or off-site) and explain our animal policy.
If the animal is not removed from the program area, staff will either move children inside or to another area.
In cases of loose or stray animals, staff will bring children inside and (if necessary) contact animal control.
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                                                                                             Health and Safety

For educational or display purposes, the local zoo or humane society may bring in animals if they provide
evidence of general liability insurance and Wisconsin Youth Company is named as an additionally insured on
their policy. Parents will be notified in advance of any animals being brought into program. Field trips may include
animal petting areas. If children come into contact with animals on field trips, children will be closely supervised
and will wash their hands with soap and water, before and after contact with the animals.

In the unlikely event that an animal bites a child, 911 will be called in order to secure the animal and verify rabies
shots. Staff will also notify Parents. Staff will provide first aid and will document the bite.

Transportation
Wisconsin Youth Company complies with all state guidelines when providing transportation for children.
Transportation options include: chartered bus, city bus and Wisconsin Youth Company owned buses or
15 passenger vans with approved company driver. Staff are not permitted to transport children in personal
vehicles.

School buses or a Wisconsin Youth Company bus or van are the preferred means of transporting children in the
program. Documentation of adequate liability insurance must be on-file with Wisconsin Youth Company if the
services of an independent transportation company are used. In an emergency, privately-owned vehicles may be
used only with the prior approval of the risk management director, provided that the following rules are met:
     1. Written Parent consent has been obtained
     2. The driver must hold a valid Wisconsin driver’s license
     3. The driver must be at least 21 years of age and have at least two years’ experience as a licensed driver
     4. Wisconsin Youth Company has documentation of adequate automobile liability insurance coverage on-file

When children are regularly provided transportation from home or school to a licensed program, or from a
licensed program to home or school the following will be documented on-site and in the vehicle:
     1. Authorization from the Parent to transport the child between home or school and the program, or the
		 program and home or school
     2. A list of the children being transported along with each child’s registration forms
     3. The transportation route and scheduled stops

Any vehicle transporting children in the program must be:
    1. Licensed in accordance with the laws of the State of Wisconsin
    2. Clean, uncluttered and free of obstructions on the floors, aisles and seats
    3. Enclosed

Bus rules and safety procedures will be communicated to the children. Children and adults must wear seat belts if
available. While the vehicle is in motion, children should not be allowed to speak loudly, argue, roughhouse, etc.
If necessary, the driver shall stop the vehicle until an acceptable driving atmosphere exists.

Any vehicle used to transport children must have its doors locked at all times while the vehicle is moving. A seat
having a minimum of 13 inches shall be provided to each child. Each adult shall have a minimum of 20 inches.
Children may not be left unattended in a vehicle. If there are more than three children in the vehicle whose
disability would require special assistance in an emergency, a second adult in addition to the driver should be
present in the vehicle. There shall be no more than 12 children in a vehicle without an additional adult present.
The driver or adult rider shall be responsible for seeing that all children remain seated. A staff member will check
the vehicle to make sure that all children have exited the vehicle.

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                                                                              Child Abuse and Neglect

Child Abuse and Neglect
Please note: Families are varied and the use of the word Parent(s) refers to the adult(s) who are responsible for
the child(ren).

Wisconsin Youth Company recognizes the serious local, state and national problems associated with child abuse
and neglect. As an organization, Wisconsin Youth Company recognizes its legal responsibility for reporting
suspected cases of child abuse to the properly constituted state, county, or local authorities.

Staff are in a unique position to identify potential cases of abuse or neglect of children. Through recognition and
understanding of a problem, knowledge of reporting procedures, and participation in staff development programs
on the subject of child abuse and neglect, staff will act responsibly in these situations.

Mandated Reporters
All staff are mandated reporters. This means that our staff are legally required to report knowledge or reasonable
suspicion of child abuse or neglect. Guidelines for reporting suspected child abuse and neglect are printed in the
staff manuals and provided to each staff member. Wisconsin Youth Company has adopted guidelines based on
legal requirements and moral commitments which provide direction for the program staff to help in identifying and
reporting cases of suspected child abuse and neglect.

It is the policy of Wisconsin Youth Company to keep records of reported suspected child abuse and neglect
confidential.
       • Wisconsin Youth Company staff will accuse no individual when reporting suspected child abuse or neglect
       • Wisconsin Youth Company staff do not investigate abuse reports
       • Wisconsin Youth Company staff CANNOT wait until a suspicion has been confirmed before reporting
       • If a Wisconsin Youth Company staff member or volunteer is suspected or accused of child abuse or
		 neglect, the incident will be reported immediately and go directly to the county department of social
		services
       • Procedures and expectations for reporting an incident in which a staff member may be involved are the
		 same as for all other incidents

Any changes to this policy will be made, as necessary, to be current with changes or revisions to state statutes.

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                                                                                               Child Guidance

Child Guidance
Please note: Families are varied and the use of the word Parent(s) refers to the adult(s) who are responsible for
the child(ren).

Wisconsin Youth Company provides progressive child guidance that is designed to resolve or eliminate behaviors
that are not safe or compromise an inclusive caring environment for children and staff. The procedure is based on
the individual needs of each child in order for the child to succeed and thrive within the program.

Wisconsin Youth Company supports quality programming through effective child guidance. Our program
environments are designed to be fun, educational and enriching. The caring adult role models provide consistent
supervision, reinforcing and modeling positive behaviors.

Staff Role in Child Guidance
Wisconsin Youth Company encourages the development of self-control, self-esteem and respect for the rights of
others. Staff members serve as examples in their treatment of others and maintain self-control and respect when
guiding or helping to support resolution of conflict. The staff are trained in methods of group management, conflict
resolution and normal child developmental characteristics. When behaviors occur that compromise the positive
community of program, the Parents may be called and asked to pick up the child immediately.

Progressive Guidance Procedures
Communication with Parents is critical to children’s success. When staff observe inappropriate behavior, they are
instructed to document the situation, and concerns are communicated to parents.

Possible strategies are determined by taking into consideration the child’s age, maturity, safety and protection of
other participants. Staff trainings provide guidance in the use of these strategies. Strategies could include:
    • Reconsideration and investigation: ask questions
    • Allowance for natural consequences
    • Modification of the environment
    • Encouragement of positive behaviors
    • Focusing responsibility for choices and behavior on the child
    • Use of “I” statements to convey expectations
    • Clarification of the rule or message to provide rationale
    • Redirection or offering a choice
    • Active listening
    • Providing direction
    • Loss of a privilege
    • ‘Taking a break’ not to exceed five minutes
    • Development of a behavior plan
    • Immediate Parent pick-up

If additional guidance is necessary, the program manager reviews the situation and may recommend additional
actions, including but not limited to:
     • Referral to additional resources that may support family
     • Providing training and information on additional behavior management techniques
     • Soliciting community and school resources (with prior parental permission)
     • Parent meeting to create an agreed upon plan for continued behavior modification
     • Short-term suspension from program and immediate parent pick-up

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                                                                                               Child Guidance

In the event a behavior plan is unsuccessful, the program manager will consult with the program director to
determine further actions which may include:
     • Continued communication with Parents
     • Revision of a behavior plan
     • Short-term suspension from the program of two or three days
     • Reduction or change in attendance or transferring attendance to another site
     • Termination of enrollment (refer to termination procedure)

Wisconsin Youth Company believes that clear and meaningful consequences may be necessary when redirection
strategies are not successful. The following strategies or threats of using these strategies are prohibited:
     • Actions that are humiliating or frightening to children
     • Corporal punishment (spanking, hitting, shaking, etc.)
     • Verbal abuse or any derogatory remarks made about a child or his/her family
     • Physical restraint (except in case of immediate danger to themselves or others)
     • The withholding of meals or snacks, or remarks alluding to such actions
     • Allowing children to have disciplinary power over other children
     • Taking a break of more than five minutes

Enrollment Termination Procedures
Enrollment may be terminated for the following reasons if attempts fail to resolve or eliminate the actionable
problem:
    • A child who presents needs that cannot be satisfactorily met within the constraints of the program, due to
		 harmful behavior. Immediate termination results from violent, unsafe behavior where child is a danger to
		 self, staff or other children in the program.
    • Continual two or more payments behind
    • Repeated early drop-off and/or late pick-up of a child or consistent failure to follow Wisconsin Youth
		 Company policies
    • Suspended short-term enrollment – if a child is suspended by Wisconsin Youth Company, parents may be
		charged
    • Repeated lack of communication about the child’s daily schedule i.e. – absences due to activities or illness
		 are consistently not reported to attendance message line

When termination of enrollment occurs, Parents will be notified by phone and through written communication of
the effective date when the child will no longer be able to attend the program. Parents can appeal the decision
to terminate their child’s enrollment through written request to the executive director. Parents with an unresolved
appeal may contact the Board of Directors. Please see our website for more information.

Staff and Child Involvement Outside of Program
We hire and train staff for our programs who provide a safe and nurturing experience for children. Your child
will develop relationships with staff at our programs and may wish to continue contact with them outside of our
programs. Wisconsin Youth Company does not condone nor encourage contact between children and staff after
program or outside of program. The built-in structure and safeguards that are available in the licensed program
environment may not be present. This includes contact via email, text messages, instant messaging, cell phone,
social media, personal websites or blogs. We also recommend that you not invite program staff to join your family
for social activities. Parents cannot name a staff member as an authorized pick-up person for their child, even with
Parent permission.

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                                                                                                   Enrollment

Enrollment
Please note: Families are varied and the use of the word Parent(s) refers to the adult(s) who are responsible for
the child(ren).

Required Information for Enrollment
We collect information about children enrolling in our program, their Parent(s), and at least one emergency
contact. We collect this information to be in compliance with Department of Children and Families (DCF)
requirements, to provide quality program and to help ensure the safety of children in our program. Required,
completed information must be obtained before children can attend program. (Signatures may be digital or
manual.)

Parents may register online at wisconsinyouthcompany.org. Paper registration forms can be downloaded from the
website, picked up at our administrative offices or mailed by request.

Child Information
We collect basic information about each child, their health history and specific information regarding enrollment
in our program. More information about the health history and emergency care plan process can be found in the
following section of the program handbook.

  Basic Child Information Health History Program Information
		 • Full name
		 • Gender
		 • Birth date
		 • Swim level (summer only)
		 • T-shirt size (summer only)

  Health History
		 • Child’s immunization record or waiver
		 • Contact information of child’s physician or clinic
		 • Authorization for use of sunscreen
		 • Authorization for use of insect repellent
		 • Behavioral and physical health diagnosis
		 • Necessary accommodations

  Program Information
		 • Child’s grade
		 • Child’s school
		 • Program location
		 • Program start date
		 • Program attendance schedule
		 • Arrival and departure procedure

Parent Information
We collect Parent contact information and other account information. More information about account access and
privacy can be found in the Confidentiality section of the program handbook.

  Parent Information
		 • Full name
		 • Relationship to child

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                                                                                                    Enrollment

		 •     Home address
		 •     Best address during program hours
		 •     Email
		 •     Phone number(s)
		 •     Best phone number during program hours
		 •     Indicate who the child resides with

  Account Information
		 • Account password
		 • Account security question
		 • Financial assistance source (if applicable)

Emergency Contact and Authorized Pick-up Person Information
A minimum of one emergency contact is required. Emergency contacts must be 18 years of age or older and
be available during program hours. Emergency contacts need to be fluent enough in English to provide basic
information and understand emergency information given to them by program staff. In an emergency when
Parents and listed emergency contact persons cannot be reached, emergency dispatch (911) will be called.

Authorized pick-up persons must be 18 years of age or older. Parents wanting anyone under the age of 18 to pick
up their child must authorize an independent departure. Parents will be considered authorized pick-up persons
unless otherwise noted. Program staff may not be an authorized pick-up person.

  Emergency Contact and Pick-up Person Information
		 • Full name
		 • Relationship to the child
		 • Best email during program hours
		 • Best phone number during program hours

Health History and Emergency Care Plan
Prior to confirmation of registration, Parents will provide completed health history and emergency care plan
information. Parents are required to review and update this information annually (each school year) including
immunizations and current health conditions. Please note that in the event of changes to your child(ren)’s health
or an accommodation plan, it is the responsibility of the Parent of the child(ren) to contact their administrative
office to update child(ren)’s information, i.e. change or addition of medication, injury to child, IEP.

Parents who decline to have their child immunized for religious, health or personal reasons must complete
required waiver documentation in order to enroll their child in the program.

Enrollment and Confirmation Process
Only Parents may enroll children in the program. Other adults interested in enrolling a child should contact the
office for assistance.

After a registration is received, the information is reviewed for completion and accuracy, and Parents may be
contacted for additional information. The following are required for enrollment:
     • Signed payment of fees agreement
     • Signed account access authorization (optional)
     • Signed release of information to Madison Accreditation Program (Madison only, participation optional)
     • Signed photo release (participation optional)
     • Signed registration agreement
     • Signed emergency medical care or treatment release

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                                                                                                     Enrollment

Start dates in the program will be confirmed for registrations that have completed information and required
payment of registration fee. Children may not participate in the program without this confirmation. Parents are
notified by email or by phone of their child’s confirmed enrollment into the program and will receive a welcome
packet by email (or by mail if no email address is provided).

Registrations are processed in the order in which they are received, and children are enrolled in programs on a
first-come first-served basis, as determined by enrollment type (regular or drop-in enrollment). It may take up to
two weeks for registrations to be processed.

Cancellations and Changes
Requests for schedule change or withdrawal of enrollment must be received in writing (email is sufficient) by the
administrative offices by the end of the business day Friday (5 p.m.) six business days prior to the start of a new
billing period. Effective dates of schedule changes must coincide with the start of billing periods. Requests to
increase schedule mid-billing cycle will be accommodated with added days on a space-available basis until the
next billing cycle begins. Fee adjustments will not be made for a schedule reduction in days occurring mid-billing
cycle.

In order to protect the confidentiality of your information, changes to health information must be made through
the administrative office. Parents are also to inform the office in writing of any changes in address, home or work
numbers, emergency contact and/or authorized pick-up information, and all other registration information. This
information cannot be updated online through the Parent Portal once a registration is submitted.

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                                                                                                    Attendance

Attendance
Please note: Families are varied and the use of the word Parent(s) refers to the adult(s) who are responsible for
the child(ren).

Attendance Message Line
If a child is ill or will for another reason be absent from the program, Parents are required to call the 24-Hour
Attendance Message Line at 608-276-9898 (Dane County) or 262-547-2326 (Waukesha County). Information
will be forwarded to the child’s site at program time. Do NOT CALL the program location to report absence.
Parents should not rely on their school’s office to notify any Wisconsin Youth Company program of an absence.

Unexpected Absences and Attendances
Unexpected Absences
If a child does NOT arrive at the Wisconsin Youth Company program within a reasonable amount of time, and
the staff has not received a message that the child will be absent, program staff will follow these steps:
      • Contact the school office and verify school attendance when able (if applicable)
      • Contact Parents at all available phone numbers
      • Contact emergency contact persons specified on the registration forms
      • Contact a program manager who will determine if further action is to be taken
      • No further attempts to locate the absent child will be made at the site level

To conserve valuable staff time and ensure the safety of all children, it is important that Parents call the
attendance message number whenever there is a change to their child’s attendance. Repeated failure to notify
the Wisconsin Youth Company office of absences may result in a fee of $25 for each infraction.

Unexpected Attendance
If a child comes to program and is not registered for that day or is NOT confirmed to attend, a staff person will call
the Parents and take the child to the school office to await pick-up.

Arrival and Departure
Each time the child arrives or departs from a program, the person responsible for signing the child in and/or out
will note the time and sign the attendance form immediately each day upon entering. Only authorized persons
specified on the registration form and who present photo identification upon request may pick up a child, as we
will not release a child to any other persons without written permission. Children must check-out with staff
before departing for the day. Staff may not be used as an authorized pick-up or drop-off persons. Program staff
are not permitted to transport children from our programs in their personal cars.

In order to keep children safe and to make sure that they’re going home with authorized adults, staff will ask to
see the photo I.D. of the person picking up the child until the staff is familiar with the pick-up person to know them
on sight. Please have your photo I.D. available when picking up and make sure to tell anyone who is authorized
the same.

Parents are requested to call the attendance line if an adult other than Parents who are included on the
registration will be picking up so that our office can verify this person is authorized. This helps prevent an
unauthorized person arriving at the program location site to pick-up. Parents may authorize up to eight individuals
at a given time. Parents may authorize a one-time pick-up authorization if they do not wish to have the pick-up
person added to the list for the entire school year. To be authorized to pick up, the person’s full name, complete
best address and best phone number during program hours and relationship to child must be provided.

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                                                                                                    Attendance

Alternative departure procedures for children must be specified on the registration form. You may change
the arrival and/or departure procedures for your child by notifying their administrative office in writing. Changes
must be made in writing and an email is sufficient.

To authorize an independent departure after registration, please provide in writing to the administrative office the
following information (an email from the email address on-file is fine):
     • A statement that the independent departure is authorized
     • Child’s name and program location
     • Specific departure time and date(s)

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